Bidder s User Guide For Online E-Tendering System

Bidder s User Guide For Online E-Tendering System

Introduction to the User s Guide The User s Guide is a documentation regarding all the features of Bidder Online E-Tendering System. It explains how the program works and gives an opportunity to learn about all its functions. This is a User s Guide designed for Bidder s interested to use PetroleumBRUNEI Bidder Online E-Tendering System. An outline of the functions and how the program works can also be obtained in this User s Guide. Navigation This User s Guide is divided into several sections, accessible from the Table of Contents. Some of the pages are divided into subsections regarding a function or a group of functions. All available subsections are listed at the top of the pages. Example Every function explained in the User s Guide generally comes with screenshot(s) and sample data(s).

Table of Contents 1.0 Bidder Online E-Tendering System... 4 1.1 Login to E-Tendering System... 4 1.2 Forgot Password... 6 1.3 Logging Out... 6 2.0 Welcome Home Page... 7 3.0 My Profile... 8 4.0 Tender Dashboard... 9 4.1 Accept or Decline the tender invitation... 9 4.2 View Tender Details... 11 4.3 Download Tender Document(s)... 12 4.4 Tender Submission... 13 4.5 View, replace or delete bidder submission document... 16 5.0 Clarifications... 18 5.1 Any Queries... 18 6.0 Notification... 20 6.1 General Notification... 20 7.0 Activities... 21 8.0 Help... 22

1.0 Bidder Online E-Tendering System 1.1 Login to E-Tendering System Bidder will receive a tender invitation from PetroleumBRUNEI via email (Figure 1). Figure 1 Company s Name Login Credentials Type the URL in web browser Open a web browser and enter the address provided in the email; e-t.pb.com.bn/client (Figure 2). Figure 2 The Login screen of the Online E-Tendering System page appears. Enter your login details and click Login (Figure 3). Page 4 of 22

Figure 3 Login details are case sensitive see example in figure 4. Figure 4 Page 5 of 22

1.2 Forgot Password Click Forgot Password? You can locate this button at the bottom of the Login page. Enter all the mandatory fields and click Send (Figure 5). The User will receive new login credentials via email. Figure 5 1.3 Logging Out The user can exit the application by selecting the Logout functionality from the drop down setting menu (Figure 6). Always click the Logout button to securely leave the Online E-Tendering System. Figure 6 Page 6 of 22

2.0 Welcome Home Page Once a user successfully login to the system, a welcome screen will be displayed (Figure 7). Figure 7 The main page of the Online E-Tendering System platform consists of the following elements: 1. Dashboard, with contains the list of menu. 2. User Information, which contains the user s profile, short cut to Queries & Responses module and logout. 3. Queries, showing the total number of queries for that particular tender. 4. Activities, showing the total number of activities of the user & related to tender. 5. Welcome dashboard, which contains the tender reference number, tender details and Tender closing date. User can also access the tender details by clicking the tender name. 6. Recent Activities, which contains the latest activities related to the tender. 7. Latest notification, which contains the latest notification from Admin & user. Page 7 of 22

3.0 My Profile (Navigation: Dashboard My Account My Profile) The User is to view their company s information from here (Figure 8). If there is any changes with the company s details, please contact the administrator (or) email to: scmclarifications@pb.com.bn Figure 8 Page 8 of 22

4.0 Tender Dashboard (Navigation: Tender Dashboard) Figure 9 4.1 Accept or Decline the tender invitation Under Tender Dashboard, invited bidder is required to respond by choosing either Accept or Decline - see figure 10. Bidder is required to respond within seven (7) days from tender invitation date. Figure 10 If a Bidder wishes not to participate in the tender, Bidder can click Decline and provide reason(s) for declining the tender invitation (Figure 11). Page 9 of 22

Figure 11 Type your reason(s) for declining here. Bidder will receive a Decline Alert upon submitting the reason for declining. Figure 12 However, when the invited bidder decides to accept the invitation after declining the invitation, the bidder still can Accept the tender invitation again (Figure 13). Upon choosing Accept, the system will prompt the bidder with a confirmation alert. The Bidder should click OK to proceed. Figure 13 Click on the Tender Name link to view the Tender Details Select Accept option Click OK to accept Page 10 of 22

Bidder will receive a notification on their acceptance to participate in the tender (Figure 14). Figure 14 4.2 View Tender Details After the Bidder s acceptance was sent successfully, click the Tender Name to view the tender details (Figure 13). Tender Details contains of the following features: 1. Tender details containing Tender Name, Tender ID, Tender Reference Number, Tender Status, Open Tender Date, Close Tender Date, Tender Work Category & Number of participated Bidders for that particular tender (Figure 15). 2. This feature contain the assigned PetroleumBRUNEI s Tender Board Secretary & Supply Chain Executive for that particular tender and the description of the Tender (Figure 15). Figure 15 Click here to view the tender document To view the Tender Document, navigate to Tender Document tab see figure 15. In the Tender Document tab, it contains of Server Directory, File Name and download file action (Figure 16). Page 11 of 22

Figure 16 Tender file Name Click the button to download the tender document. 4.3 Download Tender Document(s) (Navigation: Tender Dashboard Tender Documents) To download tender documents, click the download button under actions column (Figure 16). Bidder can also download the tender document(s) direct from the tender dashboard by clicking the Tender Document button (Figure 17). Then click the download all button and it will start downloading the documents. Figure 17 Click the Tender Documents button. Click on the Download All button and it will start downloading the documents. Once the download is completed, you can view your downloaded document. It will be automatically saved in the downloads file. From your computer, go to windows Computer Downloads. Bidder should be able to see the downloaded document from there (Figure 18). Page 12 of 22

Figure 18 The downloaded documents 4.4 Tender Submission (Navigation: Tender Dashboard Submit Tender Submissions) To submit tender documents, click tender submissions button (Figure 19). Figure 19 Click this button to submit the tender documents For all tenders, Bidders are required to submit their proposal in 2 separate documents; Commercial and Technical (Figure 20). Page 13 of 22

Figure 20 Insert the Commercial document here Insert the Technical document here Make sure the FTP server is connected when uploading the documents. Important Note: Submissions should be submitted and segregated into 2 separate files (Technical and Commercial Proposals) as indicated in the Tender Document (Section A). Failure to do so may result in the Bidder s submission being rejected. Before uploading the documents, please make sure you have the FTP Server connectivity (Figure 20). A Bidder should proceed to Commercial Proposal and click choose files to upload their Commercial documentation(s) (Figure 21). Figure 21 Upload Technical documentation under Technical Proposal, by clicking the Choose Files button (Figure 22). Once both files are chosen, click Submit. Page 14 of 22

Figure 22 Tips: To select multiple files, hold Shift key and Arrow keys at the same time. Click Open button to insert the files. Submission status will be displayed upon successful tender submission (Figure 23). Page 15 of 22

Figure 23 Click here to go back to Tender Dashboard The status of the submitted document shown here. Tender that has been submitted by the Bidder can be viewed at the Submission Dashboard see figure 24. Figure 24 The submitted file s name can be viewed from here. Submitted documents can be replaced or deleted before the closing date. 4.5 View, replace or delete bidder submission document (Navigation: Tender My Submissions) In the case Bidder accidently submitted the wrong file, click buttons under Actions column to replace or delete submitted tender document(s) see figure 25. Figure 25 Page 16 of 22

Please note that uploading new file(s) will replace file(s) that was previously uploaded. Figure 26 Figure 27 Page 17 of 22

5.0 Clarifications (Navigation: Dashboard Clarifications) 5.1 Any Queries (Navigation: Tender Dashboard Need Clarity) Bidder can send a query by clicking Need Clarity at any queries from the Tender Dashboard (Figure 28). Figure 28 Click here to send queries A Tender Clarification form will appear and Bidder can continue sending query by entering the subject query and the message. Please click send to proceed with the query see figure 29. Figure 29 Bidder(s) can view all queries & responses, including the reply status (Figure 30). Page 18 of 22

Figure 30 Click on query subject to read the query response from PetroleumBRUNEI. Bidder can view the query, whether it was responded by PetroleumBRUNEI or not. The reply message will also be sent via email to bidder. Page 19 of 22

6.0 Notification (Navigation: Dashboard Notification) Figure 31 Click here to read the notification. 6.1 General Notification Bidder(s) can view all notification activities received from PetroleumBRUNEI. Bidder(s) also can view all notification activities sent out to PetroleumBRUNEI, such as queries & response, tender addendum, tender extension, tender cancellation, tender submission, document download and etc. Bidder(s) can filter and sort notification(s) from this dashboard. Bidder(s) will receive all notification(s) via email. Page 20 of 22

7.0 Activities (Navigation: Activities My Activities) Bidder(s) can view all their activities in the system (Figure 32). Figure 32 Page 21 of 22

8.0 Help (Navigation: Help) Figure 33 Sent to this email address if User need further assistance. To view the User Guide click this button Help menu contains of the following features(refer to figure 33); 1. User Manual, Bidder(s) can either choose to view or save the pdf document on the computer. 2. E-mail, Bidder(s) can email to administrator (scmclarifications@pb.com.bn) for further assistance in accessing the system if required. - End of User Guide - Page 22 of 22